Privacy Policy
Who we are?
CG Optical is a private independent Opticians operating from 57 Ely Street, Stratford-upon-Avon, Warwickshire CV37 6LN. We are registered with the Information Commissioners Office as a Data Controller, registration number ZA460262.
Your Privacy
This policy provides detailed information on when and why we collect your personal information, how we use it and the very limited conditions under which we may disclose it to others.
Your privacy matters to us and we are committed to the highest data privacy standards, patient confidentiality and adherence with the Data Protection Act 2018 and UK GDPR. We adopt the six core principles of data protection.
Collection of your Personal Data
Where you provide personal data to us, we will become responsible for it as the data controller.
We will only collect data that is necessary for us to deliver the best possible service and ensure that you are reminded about appointments or information relevant to your ongoing care.
We collect your personal information directly from you, for example, when you visit our practice, get in touch with us by telephone or email, use our booking system or when you visit our website.
We may also collect it from other sources if it is legal to do so. This includes from the NHS or other healthcare providers, institutions or people you have authorised to provide information on your behalf (for example, parents or guardians), third-party service providers, government, tax or law-enforcement agencies, and others.
Main Categories and Type of Personal Data Collected and processed:
| Processing Activity | Personal Data Required/Held | Retention Time | Reason to hold Data |
|---|---|---|---|
| Optical service and products | Name, date of birth, telephone numbers, address and email address. Current and past health and medication information, family history, your examination results including images, and lifestyle information. Data received from other healthcare professionals as part of your ongoing care. |
10 years after last contact or until age 25, whichever is later. | Contract – in order to provide the service or products you have requested.
Where health data is processed, we do so for the provision of healthcare. |
| Reminders | Name, email address, address, telephone numbers. | 10 years after last contact or until age 25, whichever is later or until asked to stop by you. | Contract – In order to provide the ongoing service appointment reminders are sent. |
| Marketing | Name, email address, address, telephone number. | Until asked to stop by you or until consent withdrawn by you. | Legitimate interests – we will provide information which we believe is of genuine interest to you. Consent – you have given consent to receive information about products or services that are of interest to you. |
| Credit/Debit card payments | Cardholder name, card number, security number. Banking details for direct debit mandates. | Duration of the transaction. | Contract – you have agreed to provide these details to pay for the service or products ordered. |
| CCTV footage | Images. | 7 Days. | Legitimate interests – Prevention and detection of crime. Protection of our colleagues and visitors. Investigation of accidents, incidents, criminal activities and breaches of our policies. |
| Collection of online identifiers for analytical purposes (Cookies) | Cookie information IP address Device ID Session ID Interaction history Website feedback |
See Cookie Policy www.cgoptical.co.uk/privacy |
Consent – Ensuring visitors get the best experience. |
We treat all personal data as sensitive but acknowledge that we also process special category data including health data and children’s data.
Use of cookies and other technologies
What are cookies?
We may place small text files called ‘cookies’ on your device when you visit our website. These files do not contain personal data, but they do contain a personal identifier allowing us to associate your personal data with a certain device. Cookies are NOT viruses, any kind of malware, programs or applications. Cookies cannot see the files on your device.
Why do we use cookies?
Cookies serve several useful purposes for you, including:
- Tailoring our website’s functionality to you personally by letting us remember your preferences, location or device type
- Improving how our website performs
- Improving your experience and allowing our website to recognise you when you return
- Allowing us to customise our website to your interests
- Understanding who our audience is so that we can provide content most relevant to you
- Allowing third parties to provide services to our website
- Helping us deliver interest-based advertising where appropriate in compliance with the applicable laws
Types of cookies that we use
We use different types of cookies on our website. Some of these cookies are placed by us, while others are placed by our third-party plug-ins, suppliers or advertisers. These cookies may be deleted from your device at different times, such as at the end of your browsing session (when you leave the website) or after a pre-set amount of time, or they may persist on your device until you delete them. We use the following types of cookies on our website:
Essential Cookies
These are cookies that allow our website to perform its essential functions. Without these cookies, some parts of our websites would stop working. They are usually only set in response to actions made by you which amount to a request for services, such as setting your privacy preferences, logging in or filling in forms. You can set your browser to block or alert you about these cookies, but some parts of the site will not then work. These cookies do not store any personally identifiable information.
Non-essential cookies
With your consent non-essential cookies are set when you visit our website. They serve to optimise the user experience, provide us with insights about how users use our website, or are used for marketing purposes.
To the extent personal data is processed via these cookies, the respective legal basis is your consent in accordance with Article 6(1)(a) GDPR. You may withdraw your consent at any time with future effect by adjusting your cookie settings.
Tracking Cookies
Our website uses cookies to improve your browsing experience, provide social media features, and analyse our traffic. By using our site, you consent to the use of cookies.
Google Analytics
We use Google Analytics to track and report website traffic. Google Analytics sets cookies to help us understand how visitors interact with our website, compiling reports on website activity and providing other services relating to website activity and internet usage. The data collected is anonymous and cannot be used to identify you personally.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _ga | Used to distinguish users | 2 years | HTTP Cookie | |
| _gid | Used to distinguish users | 24 hours | HTTP Cookie | |
| _gat | Used to throttle request rate | 1 minute | HTTP Cookie | |
| gac | Contains campaign-related information | 90 days | HTTP Cookie |
For more information on Google Analytics cookies, visit the official Google Analytics page.
Google Tag Manager
Google Tag Manager allows us to manage and deploy marketing tags (snippets of code or tracking pixels) on our website without having to modify the code. It helps in integrating and managing various marketing and analytics services.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| dc_gtm | Used by Google Tag Manager to control the loading of a Google Analytics script tag. | 1 minute | HTTP Cookie |
For more information on Google Tag Manager cookies, visit the official Google Tag Manager page.
Facebook Pixel
Our website uses Facebook Pixel to measure the effectiveness of our advertising by understanding the actions people take on our website. The Facebook Pixel records information about your session, which Facebook can use to measure and optimise the performance of our ads and deliver more relevant advertising content to you on Facebook.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _fbp | Used by Facebook to deliver a series of advertisement products such as real-time bidding from third party advertisers. | 3 months | HTTP Cookie | |
| fr | Used by Facebook to deliver a series of advertisement products such as real-time bidding from third party advertisers. | 3 months | HTTP Cookie |
For more information on Facebook Pixel cookies, visit the official Facebook Business Help Center.
Embedded YouTube Videos
Our website may include embedded YouTube videos. YouTube sets cookies to collect user data and track their browsing behaviour.
| Name of Cookie | Provider | Purpose of Cookie | Expires/Duration | Type of Cookie |
|---|---|---|---|---|
| _YSC | YouTube | Registers a unique ID to keep statistics of what videos from YouTube the user has seen. | Session | HTTP Cookie |
| VISITOR_INFO1_LIVE | YouTube | Tries to estimate the users’ bandwidth on pages with integrated YouTube videos. | 6 months | HTTP Cookie |
| PREF | YouTube | Registers a unique ID that is used by Google to keep statistics of how the visitor uses YouTube videos across different websites. | 8 months | HTTP Cookie |
For more information on YouTube cookies, visit the official YouTube Help Center.
Sharing of Personal Data
During the delivery of our service to you, we will share your data with other companies who are critical for the provision of our service to you and will be viewed as Data Processors. They are under contract with us and have provided sufficient guarantees that they will process your data only as per the terms of that contract and throughout processing activities will ensure your data is protected using appropriate technical and organisation measures.
Our operations are based in the UK, and your personal information is generally processed within the UK and countries within the European Economic Area (EEA). In some instances, we may transfer your personal information to third countries, for example, where our suppliers or cloud service providers are situated outside the UK and EEA.
If the recipient is situated in a third country that has not received an adequacy decision from the relevant regulator, we will ensure additional safeguards are in place including the use of applicable standard contractual clauses.
A full list of processors is available from our Data Protection Officer.
Where necessary we may disclose your information to health care professionals including the NHS. We may also pass information to external agencies and organisations, including the police, for the prevention and detection of fraud and criminal activity. Should any claim be made, we may pass your personal information to our insurers and, if our business is wholly or partially transferred to a third party, your personal information may be one of the transferred assets.
Securing and Processing of your Personal Data
To provide and manage our services your electronic data is stored and processed by Optix Software Ltd within their UK facilities, certified to ISO27001, which has appropriate security processes in place.
Your data is also stored within our own IT systems, which are secured to prevent access or intrusion by anyone who is not authorised to have access to your data. Our practice is operated to ensure that all records and equipment holding your personal data are physically protected.
In the unlikely event that we lose your data, or a device on which your data resides, or it is accessed by someone unauthorised, we will inform you if the loss or unauthorised access of your data has potential to cause you harm. We may report this to the Information Commissioners Office, who are responsible for regulating data protection legislation in the UK. www.ico.org.uk
Your rights in relation to personal data
Under UK data protection law, you have following rights which you can exercise by emailing our Data Protection Officer on CGOpticalDPO@Clinicaldpo.com
| Right | Explanation |
|---|---|
| Right to be Informed | This means that we have to be transparent in how we collect and use your personal data. |
| Right of Access | You have the right to access your personal data. |
| Right to Rectification | If the information we hold about you is inaccurate or incomplete you can request that we correct this. |
| Right to Erasure | You can request that we delete or remove personal data in certain circumstances. |
| Right to Restrict Processing | You have the right to request that we cease processing your data if
We will review the validity of your request and respond to you with our decision. |
| Right to Data Portability | Where you have consented to our processing your data or where the processing is necessary for us to deliver a contract you can request a copy of the data provided to a third party. |
| Right to Object | You have the right to object to our processing in certain circumstances. For example, you can object to:
|
| Rights relating to Automated Decision-Making including Profiling | We do not use automated decision-making or profiling. Where automated decision-making is applied, organisations must
|
If you are unhappy with anything we have done with your data, you have the right to complain to the Information Commissioners Office. To make a complaint to the Information Commissioners Office use the link below or call their hotline on Tel No.: 0303 123 1113.
How to contact us?
For all data protection matters or questions relating to how we manage your data, you can contact our Data Protection Officer via these means:
Data Protection Officer: Clinical DPO
Phone Number: 0203 411 2848
Email: CGOpticalDPO@Clinicaldpo.com
National Data Opt Out Statement
CG Optical is one of many organisations working in the health and care system to improve care for patients and the public.
Whenever you use a health or care service, such as attending Accident & Emergency or using Community Care services, important information about you is collected in a patient record for that service. Collecting this information helps to ensure you get the best possible care and treatment.
The information collected about you when you use these services can also be used and provided to other organisations for purposes beyond your individual care, for instance, to help with:
- improving the quality and standards of care provided
- research into the development of new treatments
- preventing illness and diseases
- monitoring safety
- planning services
This may only take place when there is a clear legal basis to use this information. All these uses help to provide better health and care for you, your family and future generations. Confidential patient information about your health and care is only used like this where allowed by law.
Most of the time, anonymised data is used for research and planning so that you cannot be identified in which case your confidential patient information isn’t needed.
You have a choice about whether you want your confidential patient information to be used in this way. If you are happy with this use of information you do not need to do anything. If you do choose to opt-out your confidential patient information will still be used to support your individual care.
To find out more or to register your choice to opt-out, please visit www.nhs.uk/your-nhs-data-matters. On this web page you will:
- See what is meant by confidential patient information
- Find examples of when confidential patient information is used for individual care and examples of when it is used for purposes beyond individual care
- Find out more about the benefits of sharing data
- Understand more about who uses the data
- Find out how your data is protected
- Be able to access the system to view, set or change your opt-out setting
- Find the contact telephone number if you want to know any more or to set/change your opt-out by phone
- See the situations where the opt-out will not apply
You can also find out more about how patient information is used at:
www.hra.nhs.uk/information-about-patients/ (which covers health and care research)
www.understandingpatientdata.org.uk/what-you-need-know (which covers how and why patient information is used, the safeguards and how decisions are made)
You can change your mind about your choice at any time.
Data being used or shared for purposes beyond individual care does not include your data being shared with insurance companies or used for marketing purposes and data would only be used in this way with your specific agreement.
Health and care organisations have until September 2021 to put systems and processes in place so they can be compliant with the national data opt-out and apply your choice to any confidential patient information they use or share for purposes beyond your individual care. Our organisation is compliant with the national data opt-out policy.
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